Hiring a new employee is a big accomplishment in any small business, and there are a lot of steps involved, too. Here’s a handy checklist to help you stay organized when you bring that new hire on board. 

First things first, the legal and accounting items:

• Signed employment agreement, typically an offer letter. There may also be a supplemental agreement outlining employee policies.
• Payroll documents include:
  • IRS form W-4
  • Form I-9
  • Copy of employee’s government-issued ID
• Most states require a new hire report to be filed; sometimes your payroll system vendor will automatically file this for you.
• Notify your workers comp insurance carrier.

Next, it’s time for employee benefits enrollment:

• Health insurance
• 401K
• Any other benefits you provide
• Provide the employee with the holiday schedule
• Explain their PTO and vacation if not already explained in the offer letter

Set your new employee up for success with the right equipment:

• Desk, chair, lamp, other furniture
• Uniform
• Tools
• Coffee mug, refrigerator shelf
• Phone
• Truck, keys
• Computer, monitor, mouse, keyboard, power strip, floor mat
• Office keys, card entry, gate remote, parking assignment
• Filing cabinet, keys
• Tablet
• Forms
• Office supplies
• Cooler, other supplies

Your new employee may need access to your computer software systems:

• Employee email address
• Any new user IDs and password for all the systems they will need to access
• Document access

How will your new employee learn the ropes?

• Set up training
• Assign a buddy

Hopefully, this list will give you a start toward making your employee onboarding process a little smoother.